EMPLOYEE INFORMATION MANAGEMENT

Employee Information

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  1. Two versions of the Employee Information Management system are available:
    • Foundation version. Basic Employee Information Management is required as the foundation for any of the additional modules in the system. See indicators in feature list below
    • Enterprise version. This module includes all the advanced modules that are not explicitly listed below as a loose standing module - such as FAIS, Leave etc. See indicators in feature list below
  2. Users are given access to pre-defined Subgroups. A subgroup is a grouping of employees in the organisation based on common data values such as "Division", "Department", "Job Title", "Gender", "Level" etc.
  3. Search for employees based on:
    • Employee number
    • Name
    • Surname
    • ID Number
  4. Current and previous employee records can be accessed
  5. Employee records are divided into different sections and sub-sections. Users are given access to these sections and sub-sections (or groups of sections and sub-sections) based on specific access levels. These sections and sub-sections include:

Employee Profile


  • Personal Information (The personal information group contains a large number of fields of which only a few are mandatory).
    • Personal Detail (Foundation and Enterprise)
      • Employee Number
      • Surname
      • Maiden Name
      • Trading Name (Tick box)
      • Name
      • Middle Name
      • Other Names
      • Initials
      • Title (Drop down list)
      • Known As
      • Home Language (Tick box)
      • Income Tax Reference Number
    • Biographical Information (Foundation and Enterprise)
      • Global Number
      • Gender (Drop down list)
      • Race (Drop down list)
      • Ethnic Group (Drop down list)
      • Citizenship (Drop down list)
      • Nationality (Drop down list)
      • Birthday
      • Age (Calculated)
      • Option for Either ID number or Passport
      • Social Security Number
      • Marital status (Drop down list)
      • Marital date (Calendar provided)
      • Disabled (Tick box)
      • Disability (Drop down list)
      • Subsidiary (Drop down list)
    • Other
      • This page is similar to the page used when an employee is appointed.
      • A user account for an employee can also be created from this page.
      • The employee's appointment details are also visible.
      • Some of this information can be updated by an employee from the Employee Self Service module

  • Additional Information (customisable section with examples below) .All of the fields have a list of values (LOV) from which to choose. This section needs to be configured per client
    • Division Name
    • FSC Category
    • Hay Category
    • Hay code
    • Hay Job Level
    • Hay Job Title
    • Hay Level
    • Internal Occupational Category
    • Level 1 to 9 (With a list of values in each)
    • OFO code
    • SOC Code

  • Address (Foundation and Enterprise)
    • Home Physical Address
      • Unit Number
      • Street Number
      • Suburb/District
      • City/Town/Village
      • Country (Drop down list)
      • Postal Code
    • Home Postal address (Option: can be populated automatically if Home Postal address is same as Home Physical address) (Foundation and Enterprise)
      • Address
      • City/Town/Village
      • Country (Drop down list)
      • Postal Code
    • Business address (Foundation and Enterprise)
      • Region (Drop down list)
      • Floor Number (Drop down list)
      • Address
      • City/Town/Village
      • Country (Drop down list)
      • Postal Code
      • The business address can be populated automatically from the organisation structure
      • Some of this information can be updated by an employee from the Employee Self Service module

  • Contact Details (Foundation and Enterprise)
    • Lists of contact details with local examples provided. The following fields are available:
      • Home Telephone Number
      • Work Telephone Number
      • Mobile Phone Number
      • Email Address
      • Fax Number
      • Skype Name
      • Some of this information can be updated by an employee from the Employee Self Service module

  • Documents (Foundation and Enterprise)
    • Can attach documents such as an ID book, CV etc
      • Document Name
      • Category
      • Edit Document
      • Delete Document
      • View Details
      • Download Document

  • Dietary Requirements (Foundation and Enterprise)
    • Addition of a list of values established by the organisation. (with the Option to add more than one or delete)

  • Family History (Foundation and Enterprise)
    • Addition of a list of values established by the organisation. (with the Option to add more than one or delete)

  • Vehicle (Enterprise)
    • Make
    • Model
    • Engine Capacity
    • Registration Number
    • Benefit type (Drop down list)
    • Repayment period (Drop down list)
    • Acquired date (Calendar provided)
    • Purchased date (Calendar provided)
    • Mileage
    • Manufacture Year
    • New Vehicle (Tick box)
    • Sold (Tick box)
    • Financed (Tick box)

  • Next of Kin (Enterprise)
    • Existing employee (Tick box)
    • Relationship (Drop down list)
    • Name
    • Surname
    • Other Names
    • Gender (Drop down list)
    • Title (Drop down list)
    • Nationality (Drop down list)
    • ID
    • Contact Type(Drop down list)
    • Date of Birth (Calendar provided)
    • Passport Number
    • Employee Number
    • Next of Kin
    • Primary Contact
    • Some of this information can be updated by an employee from the Employee Self Service module
    • An Emergency Contact Detail report is available for the above.

  • Criminal record (Enterprise)
    • Nature of Offence (Drop down list)
    • Sentence imposed/outcome
    • Date Sentenced (Calendar provided)
    • Sentence Expiry Date (Calendar Provided)
    • Police station where case is registered
    • Court Name
    • Case Number

  • Drivers licence (Enterprise)
    • Addition of a list of values established by the organisation. (with the Option to add more than one or delete)
    • Valid Between start date
    • And End Date
    • Some of this information can be updated by an employee from the Employee Self Service module

  • Permit (Enterprise)
    • Addition of a list of values established by the organisation. (with the Option to add more than one or delete)
    • Valid Between start date (Calendar Provided)
    • And End Date (Calendar Provided)
    • Some of this information can be updated by an employee from the Employee Self Service module

  • Medical history (Enterprise)
    • General physical
    • Systems
    • Existing conditions
    • Occupational diseases
    • Referrals
    • Documents

  • Asset (Enterprise)
    • Multiple assets such as Notebooks, access cards, furniture, equipment can be linked to employee records as required
      • Type (Drop down list)
      • Item (Drop down list)
      • Quantity
      • Serial Number
      • Description
      • Date issued (Calendar provided)
      • Expected return date (Calendar provided)
      • Actual return date (Calendar provided)
      • On an employee's resignation HR is notified about company assets due for return

  • Leave - See Leave module feature list (Enterprise and Leave module)

  • Employee Funding (Enterprise)
    • Employee funding is used to keep track of items such as expenditures that require work-back periods.
 

Organisational Assignment


  • Appointment History
    • Shows employee start date in Group
    • It provides an options to:
      • Transfer an employee - This functionality is used to transfer an employee between positions, whether in a schema or between schemas. Fields available are:
        • Reason for Transfer - selected from a list of values
        • New position (list of values)
        • Primary position
        • Appointment type (Drop down list)
        • First day in new Position (Calendar provided)
        • Last day in new Position (Calendar provided)
        • Transferred to - Selected from a list of values
        • Employee's last day of service in the company will be (Calendar provided)
        • Employee will be available in new company from (Calendar provided)
        • Transfer employee (Command Button)
      • Terminate an Employee or just terminate one of an employee's positions. Information available on this Page is (Position Company; Appointment Type; Primary Position; From and To date. Fields available are:
        • Employee's last day of service in company (Calendar provided)
        • Reason for ending employment (Drop down list)
        • Option to Keep position Vacant of terminate position
        • A comment Box for later Use (if the employee is not to be re-appointed)
        • Command button: Terminate employee
      • Appoint an employee in another Position (This simply means that an employee will now hold more than one position in the organisation simultaneously)
        • Position
        • Primary Position
        • Appointment type (Drop down list)
        • From and to Date (Calendar provided)
        • Comment

  • Previous Employment (Enterprise)
    • Employer
    • Position (selection options)
    • Show Project detail
    • Industry Relevant (Tick box)
    • Start date (Calendar provided)
    • End date (Calendar provided)
    • Years of experience
    • Total relevant experience
    • Reference
    • Reference Contact
    • Notes (Comments field)
    • Option to report significant experience.

  • Reporting Lines (Foundation and Enterprise)
    • Each employee can be linked to different "managers", depending on process. These reporting lines include:
      • Line Manager
      • Secondary Line Manager
      • FAIS Manager
      • Leave Manager Alternate Approver
      • Leave Manager
      • PDP Main Approval
      • PDP Secondary Approval
      • Performance Management Manager
      • Salary Review Manager
      • Training Manager
 

Employee Development


  • This section focuses on an employee's development in terms of training development plans, training history, performance management history etc.
  • Assessment List provides a list of Online Assessments attempted by the employee
  • Learner Detail
    • Track the status of employees against a list of values:
      • 9 Check boxes
      • 8 Date boxes
      • 4 Text boxes
      • 2 Memo boxes
    • The labels of these items can be changed using the data dictionary - per system, not per schema.

  • Learner Record (provides a view of employees training and qualification history)
    • Capture training, unit standards, skills programmes, learnerships, qualifications on individual learner records.
    • Allow for batch capturing of training records to multiple employees.
    • Print Training and qualification records for individual employees.
    • Search by Title/Provider within a person's learner record
    • Option to see summary or full view or learner record
    • Categories covered are: Training, Qualifications, Unit standards
    • Various fields are available and a high degree of customisation is allowed
      • Training Title / Qualification Title / Learnership Title
      • Training Provider
      • Facilitator
      • Start Date
      • End Date
      • Training Completed
      • Competent
      • Non-Completion Reason
      • Score
      • Pre-test score
      • Costs
        • Multiple cost descriptions can be added
        • Example: Course Cost, Accommodation Cost, Transport Cost, Printing Cost etc.
      • Difficulties
      • Notes
    • Actions that can be executed are
      • Batch Editor
      • Synchronise old employee number
      • Reset employee assessments
      • Add record
      • Delete
      • Print learner records (classic)
      • Print learner records (standard)
    • Manage bursary expenses on employee qualification or Learnership records:
      • Bursary Detail
        • Application documents received
        • Start Date
        • End Date
        • Mentor / overseer
        • Status
        • Terms and conditions
        • Comment
      • Periods
        • Description
        • Start Date
        • End Date Limited Funding
        • Re-Application Needed
        • Subjects
      • Contributions
        • Description
        • Amount
      • Expenses
        • Invoice Number
        • Invoice Date
        • Invoice Received Date
        • Amount
        • Description
        • Payment Date
        • Payment Received by
        • Paid by Employee (Yes / No)
        • Employee to be reimbursed (Yes / No)
        • Date Employee reimbursed

  • Performance Management - Refer to the Performance Management section for more details regarding this.



  • Personal Development Plan (PDP) - Refer to the PDP section for more details regarding this.
    • Professional Memberships. Provide an option to add professional associations for an employee using the following fields:
      • Membership Type
      • Institute
      • Membership Number
      • Expiry Date



  • Training Role
    • Training roles are used as an indicator or definition of what training an employee is required to undergo regarding a specific subject matter area. This implies that every training role can be linked to different training courses and an employee's progress on the required courses can then be monitored. This requires configuration from Signify.

  • Employee Talent Rating (included here is the Nine box Talent Rating)
    • In order to better understand your workforce, to know where to focus your training initiatives or if the correct talent distribution of personnel is available for a particular project it is necessary to have some grasp of the talents and potential in your organisation. This section enables you to graphically plot an employee's talent rating using the nine box talent matrix. The description for each box is customisable.

  • Strengths and weaknesses
    • The purpose with this section is to allow drafting a list of the strengths and weaknesses an employee exhibits.

  • Notes
    • The notes section allows for the capturing of multiple comments on an employee.
 

Employee Relations


  • Complaints - Provides a section where a complaint can be logged for the employee for record keeping. Fields available are:
    • Short description
    • Transgression
    • Transgression date (Calendar provided)
    • Category (Drop down list)
    • Seriousness (Drop down list)
    • Responsibility
    • Follow update (Calendar provided)
    • Followed Up (tick box)
    • Cost to company
    • Resolved Outcome
    • Receipt date (Calendar provided)
    • Comments

  • Disciplinary Advanced
    • The disciplinary detail section allows for the capturing of:
      • Disciplinary Action
      • Disciplinary Action Outcome
      • Organisation unit at the time of the disciplinary action
      • Union member at the time of the disciplinary action
    • The disciplinary section enables multiple tabs for the capturing of certain key data depending on the disciplinary action and action outcome combination. The tabs that can be enabled or disabled are:
      • Charges
        • Add multiple charges, each with
          • Date of infraction
          • Charge Code / Charge Description
          • Details of infraction
      • Counselling
        • Manager
        • Representative (Can be employee or external person)
        • Witness (Can be employee or external person)
        • Notes
        • Follow-up required (and review date if selected)
      • Hearing
        • Prosecutor (Can be employee or external person)
        • Chairperson (Can be employee or external person)
        • Representative (Can be employee or external person)
        • Infraction
      • Consultation
        • Request for Consultation Date
        • Consultation Date
        • Consultation Chairperson (Can be employee or external person)
        • Reason for consultation
        • Consultation Outcome (Decision upheld / Re-instatement)
        • If re-instatement:
          • Re-instatement value
          • Re-instatement date
      • Legal Payments. Add multiple records containing:
        • Legal Representative Name
        • Description of Service
        • Amount
        • Invoice number
        • Date of invoice
        • Date of payment
      • Documents. Attach multiple documents to the specific case
    • Each disciplinary action can be linked to a grievance process.

  • Grievance. The grievance section enables the tracking of the grievance process in terms of:
    • Grievance reason
    • Grievance description
    • Referral Date
    • Date Received
    • Grievance Reference Number
    • If request is received after 30 days, condonation application is required:
      • Condonation application received (Yes / No)
      • Application Date
      • Outcome / Comments
    • Conciliation
      • Receive notification of Set-down Date
      • Actual Set-down date
      • Postponement requested?
        • New set-down date
        • Postponed by?
        • Outcome
        • Resolved (Yes / No)
    • Arbitration notification
      • Request for arbitration (Yes / No)
      • Date of application
      • Date received
      • If request is received after 30 days, condonation application is required:
        • Condonation application received (Yes / No)
        • Application Date
        • Condonation application granted (Yes / No)
        • Outcome / Comments
    • Pre-arbitration
      • Pre-arbitration requested (Yes / No)
      • Date requested
      • Actual pre-arbitration date
      • Pre-arbitration requested by
      • Reason for pre-arbitration
      • Parties notified
      • Granted
      • Pre-arbitration resolved (Yes / No)
      • If pre-arbitration resolved
        • Pre-arbitration outcome (Re-instatement / Settlement)
        • Retrospective Back pay
        • Minutes of Pre-Arbitration received on
        • Date of Pre-Arbitration minutes sent to council
    • Arbitration
      • Notification received of Set-down Date
      • Actual Set-down Date
      • Arbitration outcome
      • Decision upheld (Yes / No)
      • No cost awarded (Yes / No)
    • Documents. Attach multiple documents to the specific case.

  • Compliance (Enterprise and FAIS Management)
    • FAIS - Information
      • Link employees to multiple FAIS Licenses (FSPs). For each FSP, define:
        • FAIS License and Role. Define role of person by selecting:
          • FAIS Representative. Select the applicable financial categories and indicate Advisory / Intermediary status as well as Fit and Proper status.
          • FAIS Supervisor. Select the applicable financial categories.
          • FAIS Key Individual. Select the applicable financial categories.
          • Link each FAIS rep to a Key Individual and Supervisor if applicable.
        • FAIS Status (such as Active, De-barred, etc.)
        • FAIS Experience. Log FAIS experience per financial category.
    • OHS - Occupation Health and Safety. Provides Information on the company's elected Occupational Health and safety personnel
      • HAS Representative
        • Currently active
        • Type (Drop down list)
        • Certificate Number
        • Dates valid From (Calendar provided)
        • Assigned To
      • Fire Fighter
        • Currently active
        • Type (Drop down list)
        • Certificate number
        • Dates valid from (Calendar provided)
        • Assigned to
      • First Aider
        • Currently active
        • Type (Drop down list)
        • Certificate Number
        • Dates valid from (Calendar provided)
        • Assigned to
        • First Aider Level (Drop down list)

  • Remuneration (Enterprise)
    • The purpose with this page is purely informational. Remuneration information for an employee is extracted from a client's own payroll system and displayed in this section.